Personnel Coordinator

3 weeks ago

Newport, United States Lincoln County, OR Full time
Salary: $24.53 - $32.97 Hourly

Location : Lincoln County, OR

Job Type: Full-Time

Job Number: 24-37 (610)

Department: Health and Human Services

Division: ADMINISTRATION

Opening Date: 05/29/2024

Closing Date: Continuous

Position Summary

Your job in the department is to. . .

Support the Health and Human Services (HHS) department by planning, organizing, and implementing administrative systems concerning the recruitment and retention of HHS employees. Maintain confidential files, reports, and personnel records for the department working in concert with the County Human Resources Department. Responsible for all new employee administrative orientation and coordination of contracts for acquisition of contracted personnel and student interns.

Your job also involves . . .

Assisting the HHS Director with special projects and other tasks as required. Assisting with time entry as needed. Managing special Personnel projects.

Essential Functions/Major Responsibilities

Employee Recruitment and Retention:

  • Take the lead in creating and tracking personnel requisition forms for vacant positions.
  • Take the lead in developing and updating job descriptions in partnership with the HHS Director and/or Division Directors.
  • Serve as primary liaison and initiate contracts with third-party contractors for contracted employees as requested.
  • Serve as primary liaison with Human Resources Department and maintain documentation of department recruitment efforts from requisition through onboarding.
  • Collaborate with managers regarding recruitment, onboarding, and evaluation processes.
  • Maintain HHS organizational charts.
  • Maintain HHS employee phone lists and posts on web page.
New Employee Orientation:
  • Provide new employee administrative orientation.
  • Update, organize and regularly review orientation process.
  • Arrange for phone extensions, file path access, identification/electronic access badges, and building keys for HHS employees.
  • Order equipment, maintain equipment inventory, and collect assigned equipment from departing employees.
Record Keeping:
  • Maintain HHS confidential employee convenience files.
  • Maintain documentation of performance reviews. Track review dates.
  • Track and report on turnover, retention, trainings, file access, and door access.
  • Administer mailing lists, calendars, and web page.
  • Maintain Behavioral Health Supervision logs and file documentation. Report on status monthly.
Active participant of the HHS Administrative Team, adhering to policies and procedures and quality improvement objectives, and participation in assigned committees and work groups.
  • Provide administrative support for the Director, including assistance with general and confidential correspondence. Schedule appointments and meetings as requested.
  • Quality Improvement: Improve administrative processes by devising new applications; update procedures; evaluate system results with users.
  • Complete special projects by organizing and coordinating information and requirements; plan, arrange, and meet schedules; monitor results.
  • May assist in payroll processing, approve time sheets, and approve Crisis on Call forms.
  • Maintain professional and technical knowledge by attending educational workshops; benchmark professional standards; review professional publications; establish personal networks.
Typical Qualifications

Minimum Education Level:

Associates and/or Professional Certification

Minimum Experience Level

Two- Three years

Specifics: A minimum of 2 years' experience in an office setting performing a combination of tasks outlined above is required.

Substitution Note: Any satisfactory combination of experience and training that clearly demonstrates the ability to perform the work as determined by the Health Department Director is acceptable.

Desirable Qualifications:

Education and/or experience in Human Resources preferred. Bachelor's degree preferred.

Knowledge of:
  • Human Resources best practices, particularly regarding job descriptions, recruitment, and retention.
  • Modern office practices and procedures.
  • Considerable knowledge of business English, spelling, punctuation.
Skill or ability to:
  • Develop spreadsheets.
  • Maintain confidentiality at all times.
  • Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the County, using language and a format the audience will best understand.
  • Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
  • Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the County. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
  • Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.
Job Conditions and Physical Demands

WORKING CONDITIONS

Job Conditions: The work is performed in an office setting and involves normal working hours. The work requires the employee to understand and react appropriately to stressful situations due to the need to meet timelines/deadlines. In addition, the work requires sitting for long periods and occasional travel. The work also may require some light manual labor.

Work Location: Lincoln County

Travel: N/A

PHYSICAL DEMANDS

The physical demands are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADA COMPLIANCE:

Physical capability to handle high mobility demands and complex personal interactions.
  • Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds)
  • Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
  • Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.


REASONABLE ACCOMMODATIONS

Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Lincoln County offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision which is paid at 90% by the County and 10% by the employee. Other fully paid benefits include life, AD&D, long-term disability insurance. Other optional insurances are available. A 401K retirement plan is also provided. The County's current contribution rate is 11%.

Regular and Trial Service employees working between 20 and 39 hours per week on a regular basis are eligible for pro-rated employee benefits.

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